Finance and Administration Director
Jhpiego - Lusaka, Lusaka
Jhpiego seeks a Finance and Administration Director to provide financial and administrative management for an upcoming U.S. government integrated health system technical assistance project. The project aims to improve the capacity of the public health system to sustainably deliver quality reproductive, maternal, newborn, child, and adolescent health and nutrition services across four provinces of Zambia. The project will operate over a five-year period.
The Director Finance and Administration will be responsible for overseeing all aspects of financial management, including financial systems implementation, budgeting, expenditure tracking, procurement, grants, construction, logistics, human resources and financial reporting and accounting. The Director Finance and Administration will oversee operations for all project offices. S/he will work closely with key program staff to ensure accurate financial, contractual and administrative reporting of the project. The Finance and Administration Director will ensure that financial reports are compatible with standard accounting practices and follow Jhpiego and US government rules and regulations. The position is also responsible for ensuring cost consciousness, efficient spending and for implementing and maintaining an on-site financial accounting and bookkeeping system required to assure the integrity and effective performance of Zambia financial operations. The Finance and Administration Director oversees day-to-day coordination of financial activities for the project, and manages all sub-contracts, ensuring compliance and reporting of sub-contractors.
This position is contingent upon award from USAID. Zambians are strongly encouraged to apply.
•Oversee all financial planning, budgeting and reporting for the project.
•Provide guidance to Project Director regarding the financial requirements of the project and office operations.
•Prepare accurate budgets, track expenses, ensure that required financial controls and cost-performance monitoring mechanisms are in place and adhered to, prevent over or under expenditure of budgets, ensure proper safeguards of funds and ensure compliance with established USG and headquarters’ financial, accounting and administrative procedures, and terms and conditions of the award
•Oversee day-to-day coordination of financial activities ensuring cost efficiency
•Maintain and administer an on-site financial accounting and bookkeeping system (QuickBooks) required to assure the integrity and effective performance of financial operations and prepare monthly reports
•Review, reconcile and monitor all project accounts, including operating accounts and petty cash operations involving cash advances.
•Determine updated monthly project accruals and projections to support forecasting accuracy and program completion, as required.
•Provide guidance, monitoring and support to project team, including procurement for goods and services, logistical support for local and international travel for staff and consultants, financial oversight of local sub-grantees (as needed) and maintenance of office inventory
•Manage all sub-grants, ensuring compliance and reporting of sub-awardee, and building their capacity as needed
•Oversee project’s day-to-day cash needs, payments, procurement, contracts, sub-grants, reviewing/processing invoices, district office start-up, operation systems, policies and procedures, consultant payments
•Provide guidance to project team members regarding the financial requirements of the project and office operations in compliance with USAID, Johns Hopkins University, and Jhpiego procedures and policies
•Lead the development, monitoring, and review of project budgets; review monthly financial analysis and budget vs. expense reports to determine reasonableness of variances and take appropriate actions, as required
•Provide guidance, monitoring and support to project team, including procurement for goods and services, logistical support for local and international travel (including expense reports) for staff and consultants, contracts development and management and maintenance of office inventory
•Facilitate the work of external audits and ensure that financial records are properly maintained and readily available during audits
•Provide financial reports, including pipeline analysis, quarterly project reports, as requested by the donor
•Ensure that USAID resources are appropriately directed to project priorities and are in line with project work plans
•Contribute to developing work plans and annual budgets for project activities and local office cost
•Prepare the monthly financial report by using adapted finance software (QuickBooks).
•Use various software applications such as spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate, and format data and/or reports.
•Implement and oversee a detailed financial reporting and reimbursement process in accordance with Jhpiego’s established financial system.
•Make in-country budget adjustments and other cost improvement measures, as required.
•Direct and oversee the monitoring and annual auditing of cost-share requirements, tracking and reporting
•Mentor, support, supervise and manage a team of highly qualified finance staff and align their efforts in concert with project goals to ensure rapid and sustainable results
•Ensure that Jhpiego human resources and administrative procedures are in place for the project and staff are in compliance. These include time keeping, tracking of leave, sick days, absence, personnel employment records, and other human resources actions. Work with others to ensure that Jhpiego personal files for project staff have all the relevant records including employment agreement and job description
•Accounting or relevant field and ten years of finance and administrative experience
•At least ten years of experience in financial management for large complex projects, of which at least five years were working in the field of international development.
•Demonstrated experience in administrative and financial management of international programs larger than US $10 million per year
•Ten or more years of senior-level work experience with USG or other donors with five years’ experience in managing USG contracts
•Previous direct supervisory experience of professional and support staff
•Knowledge of USG cost principles, including USAID regulations, GAAP accounting rules and grants contract management
•Demonstrated experience organizing resources and establishing priorities
•Subcontract or sub agreement financial management experience
•Knowledge of financing mechanisms – contracts and grants and their relevant terms and conditions
•Experience developing and/or implementing finance and accounting policies, procedures and systems
•Excellent verbal, written, interpersonal, and presentation skills in English
•Experience hiring and supervising personnel
•Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with U.S. government including USAID, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, and the private sector
•Excellent skills in facilitation, team building, and coordination
•Proficiency in writing and editing letters, reports and documents
•Ability to coach, mentor and develop financial and administrative capacity of project staff
•In depth knowledge financial software applications, databases and spreadsheets, including QuickBooks Enterprise, and Microsoft Office
•Ability to travel nationally and internationally